REQUEST FOR QUALIFICATIONS/ REQUEST FOR PROPOSAL for CONSTRUCTION MANAGEMENT SERVICES For CHAPEL OF PEACE AT RIVERSIDE CEMETERY Project No. 08083 CITY OF ROCHESTER October 2009
TABLE OF CONTENTS GENERAL INFORMATION DATA SHEET...3 PROJECT DESCRIPTION...5 SCOPE OF SERVICES...6 PROPOSAL REQUIREMENTS...10 CONSTRUCTION MANAGER SELECTION CRITERIA...11 PROPOSED DRAFT AGREEMENT FOR PROFESSIONAL SERVICES...14 2
GENERAL INFORMATION DATA SHEET PROJECT TITLE LOCATION OWNER Chapel of Peace at Riverside Cemetery 2650 Lake Avenue Rochester, NY 14612 City of Rochester, City Hall, 30 Church Street, Rochester, New York 14614 PROPOSAL DUE DATE Wednesday November 18, 2009 at 2:00 PM PROJECT TIMETABLE Construction Documents are to be completed in December of 2009. Bidding/Award Phase will be from January 2010 through March 2010. Construction will commence spring/summer 2010. PROJECT BUDGET SITE VISIT $4,300,000 (total project including fees, testing and contingency) A walk-through is scheduled for Monday November 9, 2009 at 10:30 AM, Meet at Riverside Cemetery gatehouse at 2650 Lake Avenue. 3
EMPLOYMENT OF LOCAL LABOR Pursuant to City Council Resolution No. 91-25, the City shall when awarding professional services agreements, give preference to organizations located within the City of Rochester or Monroe County. The use of local individuals or companies as subcontractors is also encouraged. AFFIRMATIVE ACTION City Council Ordinance No. 94-213 establishes M/WBE utilization goal for City architectural and engineering professional service agreements. The M/WBE utilization goal for this contract is 2.1% for African-American, 0.6% for Hispanic, and 3.5% for Women Business Enterprises of the total dollar amount of the Professional Services fees. During the course of completing work under this agreement, the consultant will attempt to achieve these goals through use of M/WBE s. The City of Rochester has a policy of Affirmative Action regarding consultants who perform professional services for public works projects. You are encouraged to employ sub-consultants who are Minority or Woman-owned Business Enterprises to the greatest extent possible. See Proposal Requirements below, regarding inclusion of an M/WBE Plan in your Proposal. LIVING WAGE REQUIREMENTS WITH RESPECT TO APPLICATIONS OR PROPOSALS FOR SERVICE CONTRACTS: Rochester City Council adopted the Rochester Living Wage Ordinance (8A-18), effective July 1, 2001, which requires covered employers who are awarded City service contracts of $50,000 or more to pay a Living Wage, as defined in the Ordinance, to their employees who perform work under the contract. As set forth in 8A-18D(1) of the Ordinance, if the total amount of the proposal is $50,000 or more during the period of one year, a written commitment to pay all covered employees a Living Wage and a list of job titles and wage levels of all covered employees in each of the years for which this agreement is sought shall be submitted with the proposal. A copy of the ordinance can be found through the web link at: http://www.cityofrochester.gov/index.cfm?id=571 4
PROJECT DESCRIPTION HISTORY Riverside Cemetery, owned by the City of Rochester since 1942, is currently 123 acres with more than 70,000 individual resting places. It is maintained and operated by the Department of Recreation and Youth Services and provides non-sectarian, affordable burial options to City residents. In addition to ground plots or vaults, Riverside Cemetery built two mausoleum structures in 1989. These structures include double and single crypts (caskets), and single niches (urns). In total these structures occupy approximately.71 acres with approximately 4,500 square feet per structure. In the last decade the City determined a need for additional mausoleum space and the ability for funeral services in an enclosed structure. The City retained SWBR Architects in spring 2009 to provide architectural and engineering design services, including a marketing analysis to best corroborate the program requirements and budget. PROJECT SCOPE This project will include the design and construction of a mausoleum and chapel, to complement the existing mausoleum structures. The project includes identifying the scope of work and related costs to construct a new community mausoleum structure and chapel. Current programming needs for the community mausoleum include a chapel as well as interior and exterior crypt spaces with an anticipated capacity of 1,200-1,500 total spaces. The contract documents will be prepared by SWBR Architects. A separate early crypt package will be bid to facilitate the tight construction schedule. 5
SCOPE OF SERVICES General The Department of Environmental Services, Bureau of Architecture and Engineering, Architectural Services Division will be administering the Agreement with the Construction Manager. The Construction Manager will enter into an agreement with the City of Rochester for complete professional services to include the following: 1. Preconstruction Phase Services 2. Construction Phase Services The Construction Manager will perform the following: Preconstruction Phase Services 1. Provide limited construction management services as necessary to become familiar with the construction documents and to identify any potential constructability issues. Attend and support the City s pre-bid meeting. Develop a tentative schedule for all separate prime contracts. 2. Preconstruction Services will be part-time until the Pre-Construction meeting scheduled by the City. Construction Phase Services 1. Provide, during the construction contract to be entered into by the City for the construction of the project, to the satisfaction of the City, daily construction management services to verify adherence to the design, construction schedule, budget, and to assist in the administration of the construction until final completion and acceptance by the City. The City anticipates full time representation during the construction process with any additional staff utilized as necessary. 2. Scheduling Control a. Consistent with the construction schedule issued during design, and utilizing the Prime Contractor's schedules provided by the separate Prime Contractors, the Construction Manager shall create the Project Construction Schedule (utilizing bar charts and Critical Path Method) incorporating the activities of the various Prime Contractors on the 6
Project, including activity sequence and durations, allocation of labor and materials, processing of shop drawings, product data and samples, and delivery of products requiring long lead time for procurement. The Construction Manager shall update and reissue the Project Construction Schedule as required to show current conditions and revisions required based on actual experience. The Construction Manager shall create separate schedules for critical work, where necessary. b. Take all reasonable measures to ensure that the work of all separate Prime Contractors is in compliance with the Project Construction Schedule, by monitoring, enforcing and coordinating the work of all separate Prime Contractors. The Construction Manager shall make recommendations to the City as necessary to enforce and maintain the completion of the work within the established schedule. 3. Convene a preconstruction conference after receipts of written requests to do so from the City. Such preconstruction conference shall include at least the Construction Manager, the contractor(s), authorized representatives of the City, the Consultant, as well as representatives of any other public or private agencies which the City determines should be in attendance. Construction Management service shall begin at the Prebid Conference. At the preconstruction conference, the Construction Manager shall: a. Observe that all necessary permits and licenses have been obtained prior to work commencement. b. Raise for discussion and decision, the manner in which the construction will be administered by itself and the City, the scheduling of construction, and any and all other problems or questions which in the opinion of the Construction Manager or the City must be settled before the start of construction. Before convening the preconstruction conference, the Construction Manager shall confer with an authorized representative of the City concerning the agenda and who is to attend. 4. Cost Control a. Throughout construction, prepare and update monthly, an Estimate of Construction Cost consistent with the City's funding requirements in a format and on software acceptable to the City. The Estimate of Construction Costs shall document approved change orders (CO s) and any and all anticipated changes (Requests for Information (RFI s), Proposal Requests (PR s), etc.) to the construction cost on an individual prime contract basis and indicate contingency balance. 7
b. Maintain cost accounting records on authorized Work performed under unit costs, additional work performed on the basis of actual costs of labor and materials (e.g. Time and Materials), or other work requiring accounting records. Cost accounting procedures shall be consistent with established City methods and policies. c. Recommend necessary or desirable changes (adds and credits) to the Architect and to the City, review requests for changes, assist in negotiating Contractor's proposals, submit recommendations to the City if they are accepted, prepare change order for the City's authorization. d. Determine, based on the Construction Manager s inspections and the contractor s applications for payment, the amount owing to the contractor and will issue certificates for payment in such amounts. These certificates will constitute a representation to the City, based on such observations and the data comprising the application for payment that the work has progressed to the point indicated. By reviewing and approving a certificate for payment, the Construction Manager will also represent to the City that to the best of its knowledge, information, and belief, based on what its observations have revealed, the quality of the work is in accordance with the Contract Documents. 1. Prepare weekly report of the progress of the work and the contractor's compliance with both the construction schedule and the Contract Documents. e. Coordinate activities of testing agencies employed by the Owner and shall monitor testing agency expenditures relative to the project budget, if requested. 5. Safety a. Review the safety programs developed by each of the Prime Contractors as required by their Contract Documents and/or law and coordinate the safety programs for the Project. b. If during the course of the work, the Construction Manager observes an infraction of safety, the Consultant will call it to the attention of the Prime Contractor's management for required correction. However, the performance of this service does not, in any way, make the Construction Manager responsible for safety, nor does it relieve the Contractors of their sole obligation for the safety of their work and the job site and for meeting all other laws and regulations regarding safety. 8
6. Check and approve samples, catalog data, schedules, shop drawings, laboratory, shop and mill tests of materials and equipment, progress data and time charts, and other data which the Contractor is required to submit, only for conformance with the design concept of the Project and compliance with the information given by the contract documents. It shall obtain all guarantees from the contractor and deliver the same to the City. There shall be no change in the scope of the work or in materials specified by the Consultant until approval for such change has been given in writing by the City. 7. Consult and advise the City of Rochester, act as the City's representative at the Project site. Issue all instructions of the City to the Contractor and prepare routine CO s as required. 8. Coordinate the required activities of utility companies, the City of Rochester, the County of Monroe and all other related entities with the City and its Contractors. 9. Provide digital photo documentation of work installed, pay special attention to areas to be covered with finish materials. 10. Chair on-the-job field meetings, weekly, and provide minutes of these meetings to the City and to parties designated by the City. Conduct, in company with the City and others designated by the City, a final inspection of the Project for conformance with the design concept of the Project and compliance with the Contract Documents, and acknowledge the completion of the Project in writing prior to final payment to the Contractors. 11. Project Closeout a. Following the Prime Contractor s completion of the punch list, determine that the work is ready for final inspection and shall conduct final inspections in conjunction with the City. The Construction Manager shall create a closeout checklist for each Prime Contract and shall monitor the closeout process. The Construction Manager shall secure and transmit to the City all required guarantees, affidavits, releases, bonds, and waivers and other closeout documents. The Construction Manager shall deliver all keys, manuals, record drawings and maintenance stock to the City. 12. Based on marked up prints, drawings, and other data furnished by the Contractor, furnish to the Consultant a set of reproducible drawings showing all Construction (elements/systems), as actually built. Auto Cad files on CD may be requested. 9
PROPOSAL REQUIREMENTS Three (3) copies of the proposal are to be submitted no later than 2:00 P.M., November 18, 2009 to: Pamela J. Marcotte, R.A., Managing Architect City of Rochester, Department of Environmental Services 414 Andrews Street Rochester, New York 14604 At least one (1) copy of the proposal will be signed by an officer of the corporation empowered to contractually obligate the firm or consortium. Each proposal must include, at a minimum, the following: COSTS Include an hourly not-to-exceed fee for the basic services. See special instructions for estimated hours and fee below. Include billing rates for the various personnel who will be involved in the project. The Construction Manager may suggest modifications to the scope of services for consideration by the City if the firm believes there are opportunities for improving the project overall. Provide an estimate for the cost of reimbursable expenses to be included in the agreement. Indicate what is included as reimbursable. The not-to-exceed fee information will be placed in a sealed envelope separate from the rest of the Proposal. The separate sealed envelope will be placed inside the same larger envelope, which contains the rest of the Proposal. Note that the estimate of hours to be spent on each phase of services is NOT to be placed in the separate envelope with the fee information, but in the outer envelope with the rest of the Proposal. See Construction Manager Selection Criteria regarding the method the City will use to evaluate the proposals independent of the fees. QUALIFICATIONS State the following: a. Name, address, telephone number of each participating firm. b. Names and addresses of each firm s principal officers. c. A description of each firm s technical capabilities and areas of expertise. 10
d. A description of similar projects completed by each member firm of the team, and the name, address and telephone number of a reference person from the contracting organization who can be contacted for reference. e. A description of how the project will be organized and managed; who will do the work and the role various members. f. Include a list of key personnel to be assigned to the project by task and identify the project manager. In particular, indicate the qualifications of the person who will do on-site observation. g. Include a proposed project schedule. CONSULTANT SELECTION CRITERIA The proposals will be evaluated by a committee using the criteria listed below in order of priority. 1. Experience and strength of the consultant team as it demonstrated ability to perform the tasks required for this project. 2. Construction Manager s understanding of the project requirements. 3. Proven ability to administer projects within budget. 4. Consultant s ability for phasing and scheduling. 5. Experience on projects of similar scope. 6. Demonstrated knowledge of City of Rochester facilities and procedures. The selection committee will review all Proposals without opening the separate envelopes containing the fee information. The committee will then select the Construction Management firm whose proposal in their judgment indicates the best opportunity for a completely successful project. After selecting a consultant based on qualifications only, the committee will open the envelope containing the fee information for that firm. The committee may decide to recommend proceeding with the project for the fee proposed, or it may decide that negotiation of the fee is required. If fee negotiation is instituted and a resolution cannot be reached within a reasonable time, the committee reserves the right to open the fee envelope of another firm and proceed as above. The City also reserves the right to postpone or cancel the project. 11
The City may request to meet with Construction Managers at any time for further clarification of the Proposal. Questions regarding the Request for Proposal may be directed to: Lisa Gossard, Project Manager at 585-428-6846 or Pamela J. Marcotte, Managing Architect at 585-428-7415. 12
Chapel of Peace at Riverside Cemetery List of Construction Managers to Receive RFP s Christa Construction 119 Victor Heights Parkway Victor, NY 14564 Attn: Bob Spitulnik 585-924-3050 LeCesse Construction Corporation 75 Thruway Park Drive West Henrietta, NY 14586 Attn: Rich Potts 585-334-4490 LeChase Construction Services, LLC 300 Trolley Boulevard Rochester, NY 14606 Attn: Lyle Corey 585-254-3510 The Pike Company One Circle Street Rochester, NY 14607 Attn: Mike Rogers 1-800-241-0408 The Buckley Group Inc. 111 Parce Avenue Suite 200 Fairport, NY 14450 Attn: Pete Buckley 585-370-3224 G:\PROJ\ARCH\2008\08083 Chapel of Peace-New Mausoleum\RFP Const Mgmt\CM RFQ RFP.docx 13